To manage general administration primarily On-Site and, Off-Site for the Project Delivery Team and to relieve and assist Project Director of administrative details and duties. The incumbent will provide general administrative support to Jazan Project Delivery team members, manage communication and coordination with team leaders within and across the organization, maintain and actively track activities to ensure all administrative tasks are completed by team leaders accurately and on time.
- Organize the office / project management team for maximum operational efficiency and professionalism.
- Support Project Delivery Team Leads with diary management and meeting arrangements / logistics.
- Plan, arrange and coordinate specific meetings, producing presentation materials, updating information, and coordinating others to contribute as required.
- Support project managers and project coordinators to promote meeting discipline within the team: meeting rooms maintained to a high standard, meetings start and finish on time, tele/videoconferences work reliably without technical problems or delays, meetings are controlled to agendas, meetings are recorded with meeting notes and clear action assignments, actions are followed up.
- Provide coordination, participation, and logistics support wherever necessary
- Coordinate invitation letters for overseas in and out visitors
- Assist new employee on-board set up etc. logistic support
- Assisting in travel arrangements
- Expense reporting assistance for team
- Maintain time-charge in system, keep team leave records, R&R assignment report and living allowance records
- Assist BSP book management
- Create requisition and purchase as needed for team
- Support team training arrangements, record, and compliance
- Other duty as assigned
- Coordinate with and support other administrative assistants as required.
- Lead with combining the various discipline lead appendix inputs for the monthly report and follow through with review by Overall Project Manager and submission to client.
- Manage the register for all formal correspondence between Employer and Contractor: Letters, Commercial Note, Invoice, Interface Query, Variation Request, NCR, Corrective Action Request, Technical Query. Ensures response by Project Delivery Team meets contractual deadlines.
- Management of time sheet for project manpower and sharing with cost control function for proper allocation and reviewing with line managers.
- Management of the leave and rotation tracker for the project/Site Team and flag up areas of concern to the Project Manager
- Facilitate the transport request for all the project team members for offsite travel and maintain the record project manpower and vendors /visitors and share with relevant function like security, safety, and facilities.
- Immediately report problems/failures that may impact on the project and/or its clients/customers to Project Manager
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